Assistant Director - Student Account Systems and Delinquent Accounts
Adelphi University
Garden City, NY
Full-time
Accounting
Posted on May 5, 2023
Assistant Director - Student Account Systems and Delinquent Accounts
One-Stop Student Services Center
JOB SUMMARY:
The Assistant Director, Systems and Delinquent Accounts is responsible for student account receivables, overseeing tuition payment processes & policies, institutional & federal refunds, collections & delinquent accounts management for currently enrolled and non-enrolled students. This position assists with the analysis, planning, and implementation of new collections processes and utilizes the University's information system (SAAS) to better meet the needs of students and staff, in collaboration with our external and third party partners.
Title Position Reports To : Director, Student Account Services and One-Stop Student Services Center
RESPONSIBILITIES & DUTIES :
- Responsible for maintenance of account receivables and collections modules in SAAS, identifying areas of improvement and enhancing systems to improve payment and account receivables & collections efficiencies and services to students. Manages and improves interface between SAAS and third party vendors for pre-collections and collections efforts, including payments,payment plans and refunds.
- Assist in the development, implementation, automation and maintenance of the University's pre-collections and collections efforts and campaigns using Flywire, the Universities pre-collections and collections software. Complete systems validation and audits to ensure that all pre-collections and collections campaigns, communications and accounts are managed in accordance with institutional, state and federal regulations. Partner with the University's IT department as needed.
- Create and generate accounts receivable campaigns using Flywire for pre-collections and collections accounts, engage graduated students and non-returning students in relation to unpaid balances, encourage payment in full, payment plans.
- Ensure students are notified of consequences of nonpayment and pending actions to their accounts, such as refunds, holds, administrative drops, and referral to collection.
- Help Students resolve large debt and credit balances, review and approve interest payment plans.
- Age student's accounts receivable on a monthly basis.
- Manage collections agency accounts. Maintain collection schedules; review, prepare and analyze student accounts for assignment to outside collection agencies; cancel and assign accounts, coordinate with IT to post payments; prepare check requisitions to pay commissions to collection agencies.
- Ensure daily, weekly, and monthly processes, reconciliations, and reviews are completed timely and accurately for pre-collect and collection efforts.
- Review and prepare all documents necessary for judgments, bankruptcies and suit authorizations. Represent Adelphi on behalf of collection efforts in small claims court and arbitration hearings.
- Initiate the settling of student account balances in escalated or special situations in partnership with Finance.
- Review unbalanced debits and credits to student accounts and resolve by applying transactions appropriately within SAAS.
- Organize and prepare a variety of technical reports, including creating and running population selections in SAAS. Locate and extract data from a variety of information sources from SAAS, third party vendors and collection agencies.
- Oversee and coordinate student refunds (including Title IV) efforts. Complete refunds as needed. Provide training and quality control to the One-Stop Advisor team. Complete manual refunds as needed due to special conditions and medical withdrawals.
- Develop regular training materials and training events and trains for staff and students to optimize account receivable payment and collections platforms.
- Research, troubleshoot, and advise the leadership team on software interfaces with SAAS and third party vendors.
- Oversee Student Account Services policies and procedures, update as needed. Partner with One-Stop, Finance and internal and external auditors as requested.
- Communicate regularly with the other units within the One-Stop Student Services Center, including the Advisor, Financial Aid, and Registrar units, along with other areas of the University: Finance,Residential Life, Health Services, IT etc.
- Provide financial counseling for students and parents regarding payment options and payment plans with authority to negotiate special arrangements. When necessary, resolve problems and questions with students or parents regarding student finances.
- Answer questions and inquiries from administrators with regard to student account balances due, and exceptions to University policy.
- Counsel students/parents referred to by One-Stop advisors.
- Assist with maintaining and updating appropriate Student Account Services web pages, printed and digital materials, and documents related to student accounts and collections. Maintain and ensure the accuracy of the university's chatbot question library. Review and help monitor live chat conversations.
- Provide leadership to the One-Stop management team; coordinate projects performed for delinquent accounts services and One-Stop, ensuring a competent directed work force while achieving accuracy and validity in maintaining student records.
- Train One-Stop team members on delinquent student accounts processes and payment plans for enrolled students.
- Coordinate with One-Stop advisors to process student requests/exceptions to register; process change of transcript type, diploma holds.
- Counsel no n-enrolled student/parents and coordinate payment arrangement for outstanding balances ; prepare Note and Disclosures and on in-house Tuition Payment Plans.
- Oversee a ging for Hy Weinberg, assign accounts when necessary.
- Serve as liaison to Residential Life, process manual adjustments for room and board plans, coordinate dorm damage charges into student accounts .
- Assist with training, assigning/monitoring tasks for student workers.
- Distribute, manage and perform special projects as assigned by One-Stop or Finance Department Managers.
REQUIREMENTS:
1. Strong interpersonal and communication skills.
2. Ability to work effectively in stressful situations with students, other departments and outside collection agencies.
3. Ability to be organized and pay attention to detail.
4. Ability to effectively manage several projects along with daily responsibilities.
5. Ability to prioritize workload according to urgency, volume, etc.
6. Knowledge of accounts receivable, financial aid policies and procedures and Title IV regulations.
7. Basic accounting skills
8. Knowledge of Microsoft Word, Excel and the Internet
9. Notary Public (preferred)
PHYSICAL REQUIREMENTS :
1. N/A
EDUCATIONAL/EXPERIENCE REQUIREMENTS :
- Bachelor's Degree (preferred) or 3-5 years job-related experience in accounts receivable, Student Account Services, bursar, and/or debt management.
- Required to attend events as needed (Evenings & Weekends)
- Working extra hours may be required.
Hours: Monday-Friday, hours to be determined by supervisor (subject to change)
POSITION(S) SUPERVISED :
N/A
APPLICATION:
To apply, please submit a cover letter and resume.
ABOUT ADELPHI
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master's degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2940
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